Wednesday, September 18, 2024
5:30 PM
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Conference Room 4A & Virtual Platform (Zoom)
Council Budget and Finance Committee
Agenda
September 18, 2024Council Budget and Finance
Committee
Agenda
NOTICE: The Council Budget and Finance Committee will hold a hybrid meeting in Conference Room 4A and virtually via Zoom.
Public Participation
How to submit written Public Comment:
Send an email to [email protected] by 2:00 p.m. the day of the meeting. Please identify the Agenda Item Number in the subject line of your email. Emails will be compiled into one file, distributed to the Council Budget and Finance Committee and City staff, and published on the City's Meeting & Agenda Center under Documents Received After Published Agenda. https://hayward.legistar.com/Calendar.aspx When submitting written comments, indicate in the email if you want your comment read into the record.
Requests will be allowed provided the reading will not exceed three (3) minutes consistent with the time limit for speakers at Council Committee meetings. Email comments will become part of the record of Council Committee meetings.The Chair can limit the time for reading written comments.
When: Sep 18, 2024 05:30 PM Pacific Time
Topic: Council Budget and Finance Committee - September 2024 Please click the link below to join the webinar:
https://hayward.zoom.us/j/89076285191?pwd=1A3qDwUWIol3Usy2R1E9WMF1bIbNSx.1 Meeting ID: 890 7628 5191
Password: Budget@918
CALL TO ORDER
AB 2449 TELECONFERENCE NOTIFICATIONS AND CONSIDERATION
ROLL CALL
PUBLIC COMMENTS:
Limited Only to Items on the Agenda and Submitted Prior to the Meeting.
APPROVAL OF MINUTES
Review and Approve of the Council Budget and Finance
Committee August 21, 2024, Meeting Minutes
MIN 24-0931.
Attachments: Attachment I Minutes
REPORTS/ACTION ITEMS
September 18, 2024Council Budget and Finance
Committee
Agenda
City Procurement Policy UpdatesACT 24-0672.
Attachments: Attachment I Staff Report
Measure C Debt Analysis and ReviewRPT 24-0683.
Attachments: Attachment I Staff Report
Attachment II 20-Year Financial Forecast Update
FUTURE AGENDA ITEMS
Review and Approve the 2024/2025 Agenda Planning CalendarACT 24-0684.
Attachments: Attachment I Planning Agenda
COMMITTEE MEMBER/STAFF ANNOUNCEMENTS
ADJOURNMENT
Next Meeting - 5:30 p.m., Wednesday, October 16, 2024
The City of Hayward's Open Data Portal was designed to allow the public to explore, visualize, and download publicly accessible data. The Open Data Portal allows a clear view of the City's financial performance. Access to the portal may be found at https://haywardca.opengov.com/CITY
ATT ACHMENT I
COUNCIL BUDGET & FINANCE COMMITTEE MEETING
Meeting Minutes of August 21, 2024
Call to Order: 5:31 p.m.
Members Present: Mayor Salinas, Councilmember Bonilla Jr., and Councilmember Syrop
Members Absent: None
Staff: Dustin Claussen, Adam Kostrzak, Nicole Gonzales, Christina Crosby, Franchesca Hatfield, Crissy Mello, Nicholas Mullins
Guests: None
Public Comments: None
1. Approval of Meeting Minutes from May 15, 2024
Action: Minutes reviewed and unanimously approved.
2. Public Bank East Bay Update
Finance Director Gonzales presented
Councilmember Syrop Questions:
A. Is the City of Richmond committing to Public Bank East Bay only if Alameda County commits?
B. Can we utilize investment income over a length of time to capitalize? C. Is there a way the City can creatively invest in Public Bank East Bay? D. Can the committee receive a list of unfunded funding priorities to compare the funding requirement to be a founding member of the bank versus the City’s needs?
Councilmember Bonilla Jr. Questions:
A. Director Gonzales, what is your confidence level agencies will commit the require funds and when do you expect them to? B. What if the City isn’t a founding member? As a potential member, how else can we contribute?
C. What is the value of being a contributing member? If we are, do we have access to withdraw our capitalized monies if needed? D. Where will the money come from to contribute to Public Bank East Bay?
E. Can the City utilize investment returns to reinvest into Public Bank East Bay?
Mayor Salinas Questions
A. What is the appetite to create Public Bank East Bay from founding cities?
B. What will the City’s continued engagement and involvement look like?
Action: The Committee received the presentation and provided feedback.
3. FY 2025 Budget Process Debrief (Oral Presentation)
Finance Director Gonzales presented
Councilmember Syrop Questions:
A. Can Council have access to the model/tool used for budget forecasting?
B. Can Council receive a vacancy report and department budget proposals prior to the Saturday Budget Work Session?
C. Can we receive an update on the Strategic Roadmap Dashboard during the Budget Work Session in October?
Councilmember Bonilla Jr. Questions:
A. Can the City Manager and Directors provide information regarding options to grow the General Fund Reserves 5% year- over-year during the Budget Work Session in October?
Mayor Salinas Questions:
A. For future projections, how can the City better project expenses?
B. Can Council receive updates on the theater and Hayward Economic Development Corporation (HEDC) during the Budget Work Session in October?
C. Will Finance provide updates on St. Rose and the City’s stake in it during future budget meetings?
D. Was a board appointed for the HEDC?
Action: The Committee received the report.
4. Review and Approve the FY 2024/2025 Agenda Planning Calendar Councilmember Bonilla Jr. Questions:
A. During the Budget Work Session in October, will we discuss where FY 2024 finished and updated projections?
B. Can Council receive information on other organization’s financial modeling projection strategies?
Mayor Salinas Questions:
A. Are there any drawbacks to moving the Measure C report? Action: The Committee reviewed the calendar.
Committee Members/Staff Announcements: Councilmember Syrop notified the committee and public of the South Hayward Market on August 26, 2024.
Adjournment: The meeting was adjourned at 6:53 p.m.
DATE: September 18, 2024
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT: City Procurement Policy Updates
RECOMMENDATION
That the Committee reviews and provides input on proposed changes to the City’s procurement policies.
SUMMARY
To align City policies and procedures with current best practices, staff has conducted a thorough review of the Procurement Guidelines manual (manual), which reflects current City purchasing and procurement policies. The manual is an internal document that provides guidance on internal City operations and includes procurement policies established through City Council approval.
Staff proposes that the Committee consider changes to the threshold and expenditure authority levels. The proposed changes impact the competitive bidding process requirements, as well as authority thresholds of the City Manager. Additionally, proposed changes include establishing signatory authority for the City Attorney for expert witness, settlement claim payments, and outside legal counsel. The proposed changes attempt to correct for inflation while improving effectiveness, efficiency, and consistency within the City’s procurement processes while maintaining appropriate oversight and controls. These changes are in keeping with the related provisions of the City Charter, Article XIII, Sections 1302, 1303, and 1304.
BACKGROUND
The City’s purchasing and procurement policies were last updated in November 2015. In response for the need to enhance the City’s procurement and accounts payable processes, the City solicited proposals to perform a thorough assessment of the City’s current processes.
Resulting from the RFP process, the City contracted with the 65th North Group, who conducted a Purchasing and Accounts Payable Process Assessment. As part of the assessment, it was recommended that the City consider updating its current purchasing threshold approval authorities. Benchmarking with other Bay Area cities, it was identified that the majority of purchasing thresholds for formal bids (non-construction projects) are set at $100,000 or higher, and City Manager approval in the majority of comparable cities was $100,000 or higher.
DISCUSSION
During the assessment of the City’s procurement and accounts payable process, the consultant recommended that the City consider updating its current purchasing threshold approval authorities. The last update to this policy was conducted in November 2015. A number of factors have contributed to the recommendation to update the thresholds, including benchmarking with other Bay Area cities. The following recommendations are presented for the Committee’s review and consideration:
1. Bid requirements
2. Thresholds City Manager and City Attorney
Proposed Changes to Bid Requirements
It is appropriate for the City’s procurement policy to establish levels to determine the type of competitive process necessary to make a purchase. The proposed changes increase the threshold for formal bidding, thereby increasing operational efficiency and reducing staff time by eliminating the volume of time-intensive procurement procedures for lower dollar expenditures. These changes are in keeping with procurement best practices and are similar to levels established by other local cities.
Chart 1: Dollar Value of FY 2024 Purchase Orders
As shown in the Chart 1, in FY 2024 the City issued 2,528 purchase orders. Purchase orders for goods and services less than $100,000 make up 97% of the total purchase orders issued in FY 2024. The proposed policy change will increase operational efficiency without jeopardizing fiscal oversight. While most purchases will not be required to follow the stringent guidelines set forth with the formal bidding process, all purchases under the proposed threshold changes will still require that an informal process be conducted to ensure competitive pricing by obtaining quotes for goods and services. Table 1 provides a
comparative summary of the current threshold amounts with the proposed threshold amounts.
Table 1: Increase Threshold for Formal Bidding
Type Current Threshold Proposed Threshold
Supplies & Equipment $75,000 $150,000
External Services $50,000 $100,000
Purchases greater than $150,001 for supplies and equipment, repair/maintenance, and $100,001 for consultant services will require a more stringent and formal process for which one of the following two methods of solicitation will be required:
Competitive Bid: Focuses on obtaining the lowest possible price Competitive Process: Focuses on obtaining the best possible value
Competitive Bids are for purchases where value dictates formal competition. An Invitation to Bid (ITB) is the solicitation package in the bid process. For example, construction projects often require a competitive bid, which would result in an ITB. A Competitive Process would result in a solicitation of a Request for Proposal (RPF). For example, consultant services often require a competitive process, resulting in the issuance of a RFP. Both require a minimum response period of ten (10) calendar days for vendor responses; however, common practice allows for longer response time to increase the volume and quality of bids received.
Proposed Changes to Thresholds City Manager and City Attorney
The City’s procurement policy – as authorized each year in the annual budget resolution – establishes that the City Manager may approve professional services contracts up to $75,000 without Council approval. Hayward has one of the lowest City Manager approval thresholds relative to neighboring East Bay municipalities. This comparative discrepancy is understandable considering the current thresholds were enacted over nine years ago. The City Manager approval thresholds no longer provide the desired monetary threshold intent.
Table 1 provides a summary of benchmark cities on current thresholds.
Table 1: Benchmark Cities - City Manager Thresholds
Municipality Council Approval Threshold
Alameda Up to $75,000
San Mateo Up to $100,000
Fremont Up to $100,000
San Leandro Up to $100,000
Redwood City Up to $106,000
Hayward Up to $75,000
Staff is recommending that the City Manager approval threshold for professional services/consultant contracts be increased to $150,000. Additionally, staff is recommending that the City Attorney approval threshold be set at $150,000 for expert witness, settlement
claim payments, and outside legal counsel. The proposed change will allow for increases in operational efficiency without jeopardizing fiscal oversight, while improving provision of services to the Hayward community.
FISCAL IMPACT
There is no fiscal impact associated with the proposed changes in policy.
NEXT STEPS
Council Budget and Finance Committee reviews and provides feedback to staff on the proposed changes to purchasing and procurement policy. Staff will incorporate any feedback from the Committee and present the proposed policy to the full Council for consideration.
Prepared by: Rita Perez, Purchasing Manager
Recommended by: Nicole Gonzales, Director of Finance
Approved by:
Dustin Claussen, Interim City Manager
DATE: September 18, 2024
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT: Measure C Debt Analysis and Review
RECOMMENDATION
That the Committee reviews and receives the City’s Measure C (District Sales Tax) FY 2024 annual report.
SUMMARY
In 2014, the voters of the City of Hayward approved a ½ cent District Sales Tax (Measure C), which is a general tax that can pay for any services within the City’s General Fund. However, when the Council placed the measure on the ballot in 2014, they identified several priorities for the use of these funds based on issues identified by the community: police and public safety services; illegal dumping; litter control; graffiti abatement; and capital infrastructure projects. The prioritized capital projects included the construction of the City’s 21st Century Library and Community Learning Center; completion of fire station retrofits and improvements; rehabilitation and expansion of the Fire Station 6 and development of a regional fire training center; as well as extensive street improvements. Through Measure C funding, the City has not only completed several key capital infrastructure projects, but also allowed for continued support ongoing operational needs of the community.
This report provides an overview of Measure C revenue and expenses in FY 2024, as well as current financial projections for the funds.
BACKGROUND
On June 3, 2014, the voters of the City of Hayward passed Measure C to create a District Sales Tax and increase the City’s Sales and Use Tax by half a percent for twenty years. Since that time, staff has focused on the completion of current and future capital improvement projects funded by Measure C, and has looked for ways to utilize revenues to achieve the promises of Measure C. Using Measure C funds, the City completed its largest road improvement project in history, reduced graffiti around the City, built a state of the art 21st Century Library and Community Learning Center, retrofitted five of the City’s fire stations and established a comprehensive regional fire training center that will be used by agencies and educational institutions from around the western United States.
DISCUSSION
Measure C Performance
With the passing of Measure C, the City developed a 20-Year Financial Forecast (Attachment II) to project Measure C revenue over time and develop budgets for capital improvement projects and ongoing operational costs that support the Council’s priorities. The following graph illustrates the use of Measure C related funds through FY 2025.
$-
$20,000
$40,000
$60,000
$80,000
$100,000
FY 2020
Actual
FY 2021
Actual
FY 2022
Actual
FY 2023
Actual
FY 2024
Actual
FY 2025
Estimate
In Thousands
Measure C - Expenditures
Library/Learning Center
Fire Stations 1-5
Fire Station 6 & Training Academy
Street Rehabilitation/Other Projects
Operating Expenditures
Debt Service
Detailed revenue and expenditures of Measure C in FY 2024 and estimated revenue and expenditures in FY 2025 are provided in Table 1. The table shows a breakdown of capital and operating expenditures.
TABLE 1: MEASURE C - FY 2024 ACTUAL AND FY 2025 ESTIMATED
FY 2024
Actual
(unaudited)
FY 2025
Estimated
Revenues
Measure C District Sales Tax 23,810,760 22,764,000
Other Partnering Contributors
Total Revenues 23,810,760 22,764,000
Expenditures
Capital
Library/ Learning Center 286,187 400,813
Fire Facilities Design 208,000
Fire Station 1
Fire Station 2
Fire Station 3
Fire Station 4
Fire Station 5
Fire Station 6 3,750,950 340,050
Fire Training Academy 1,099,352 700,648
Street Rehabilitation 373,290 1,626,710
HPD Locker Room 32,309 8,117,691
Stack Center 6,000,000
Debt Service 5,226,391 4,446,750
Other Projects 396,243 765,232
Operating
Police Services 3,484,897 4,684,717
Maintenance Services 1,848,993 2,360,055
Other Department Services 529,164 756,258
Total Expenditures 17,027,775 30,406,924
Beginning Fund Balance 8,506,648 15,289,633
Annual Surplus/(Shortfall) 6,782,985 (7,642,924)
Ending Fund Balance 15,289,633 7,646,709
Measure C Funded Capital Improvement Projects
Fire Station 6 and Regional Fire Training Center Improvement This project replaced the existing Fire Station 6
with a new fire station and create a regional fire
training center that includes: Classroom Buildings;
Fire Station 6/Classroom Building; Apparatus
Building; Training Tower; Burn Building; Storage
Building; Hangar Building; Underground Search
and Rescue Structure/BART Structure; Covered
Outdoor Classroom; Entry Structure; and Parking
Lot. The final design of Fire Station 6 and Regional
Fire Training Center was completed in April 2020.
City Council awarded the construction contract to SJ Amoroso on July 7, 2020. Construction started on August 17, 2020 with site grading, soil off-haul and undergrounding work. The Fire Station/Classroom Building is the most complex building with the longest construction duration. The ribbon cutting was held
on June 21, 2023. The estimated total
project cost is $77.4 million.
A partnership for the Regional Fire
Training Center between the City of
Hayward and the Chabot-Las Positas
Community College District (District)
will serve as a mutual benefit. The
Regional Fire Training Center is a
joint center and training program
with dedicated classroom space,
offices, and shared use of the grounds
for City of Hayward fire personnel, as well as Chabot College’s Fire Technology Program.
Chabot College’s Fire Technology Program is an Accredited Regional Fire Academy offering training opportunities for entry-level and active-duty fire service professionals from around the region.
21st Century Library and Community Learning Center
The 21st Century Library and
Community Learning Center is an
invaluable asset to the Hayward
community. Work on the 21st
Century Library and Community
Learning Center began with the
selection of an architect in 2007,
and construction began in January
2016. The estimated final project
cost is $63.2 million.
The new 21st Century Library and
Community Learning Center is a
three-story, 58,000 square foot
building. As a planned net-zero energy facility, the building will be 100% self-sufficient in use of electricity once fully functional and is expected to receive a LEED certified rating of Platinum from the U.S. Green Building Council. In addition to its LEED certification, the library houses 50% more library materials, including books and multi-media for all ages, 53 additional computers made available for public use, and a Makerspace featuring 3D printers, robotics, and textiles. It includes multiple community meeting rooms, a Homework Support Center within the Children’s Library, and offers additional services to the Hayward community.
The 21st Century Library
opened to the public on
September 14, 2019. Due
to the impacts of the
pandemic, the 21st
Century Library was
temporarily closed, and
resumed pre-pandemic
open hours in October
2021 and resumed pre-
pandemic operations and services in May 2022.
Roads / Street Improvements
Measure C funds were used in the FY 2016 Pavement Preventive Maintenance and Resurfacing Project. This was a two-year project that was completed in February 2018. The City leveraged funds from a combination of funding sources (i.e., Gas Tax, Measure B & BB), including approximately $12 million from Measure C to complete the City’s largest road improvement project to date.
The project provided new asphalt
surfaces, and both intensive and
minor roadway repairs on 312
street segments. These projects
also included new and upgraded
curb ramps, new striping for lane
delineation, crosswalks, and bike
lanes. With the completion of this
project, the City’s average
Pavement Condition Index (PCI)
increased from 66 to 70 in two years. Measure C funds may be used in future pavement preventive maintenance and resurfacing projects to expand the number of roadway segments treated by the City.
Jackson Corridor Median Improvement
Maintenance Services continues
beautification efforts along the Jackson
Corridor. The Jackson Median Corridor
Improvement Project supports Council's
Strategic Priority, Cultivate Vibrant
Neighborhoods, Project NP6. The project
beautifies the Jackson Corridor with
median improvements, including new
trees, plants, bark chips, and pavers. The
project is expanding to include a new
gateway monument sign along the Jackson Corridor. The gateway monument sign is not funded through Measure C. An additional $200k in Capital General Fund is supporting this project, which has a total project budget of $950k. The project is targeted to be completed in December 2024.
HPD Locker Room Construction
The Hayward Police
Department (HPD)
Locker Room Projects
involves designing
and constructing an
approximately 6,910
square feet building to
accommodate
necessary
improvements.
Improvements include expansion of space and amenities. The project is expected to be complete by December 2025 and is fully funded by Measure C.
Staffing
The following table lists the positions that are authorized and budgeted in Measure C fund in FY 2025, as well as the status of each position. Staffing has remained consistent with FY 2024 creating a total of 31 authorized FTEs. The green shading depicts the positions budgeted within the Maintenance Services Department; while the blue shading denotes the positions budgeted in the Police Department.
TABLE 2: FY 2025 MEASURE C FUNDED FTE’S:
Positions Authorized Budgeted Filled Vacant
Groundskeeper I 2.0 2.0 2.0 0.0
Groundskeeper / Laborer 4.0 4.0 4.0 0.0
Groundskeeper II 1.0 1.0 1.0 0.0
Maintenance Worker 2.0 2.0 2.0 0.0
Maintenance Lead 1.0 1.0 1.0 0.0
Tree Trimmer 1.0 1.0 1.0 0.0
Police Officer 3.0 3.0 3.0 0.0
Police Lieutenant 1.0 1.0 1.0 0.0
Crime & Intelligence Analyst 1.0 1.0 1.0 0.0
Certified Latent Print Examiner 1.0 1.0 1.0 0.0
Communications Supervisor 1.0 1.0 1.0 0.0
Communications Operator 13.0 13.0 7.0 6.0
TOTAL FTE 31.0 31.0 25.0 6.0
Potential District Sales Tax Extension
Having reached the halfway point in the 20-year authorization of the district sales tax, Council directed staff to explore the potential for addressing remaining and emerging infrastructure and operational needs through an extension of the district sales tax beyond the current sunset date of 2034. At the May 21, 2024 Council meeting1, staff presented the results of a community listening and polling, which showed that 66% of sampled voters supported a 30- year extension, and 72% of sampled voters supported a 20-year extension. On June 18, 20242, Council adopted a resolution to place a ballot measure to extend without increasing the City’s half-cent district sales tax for an additional 20-years at the November 5, 2024 election, potentially extending the sunset of the half-cent district sales tax to 2054.
Refunding Certificate of Participation (COP) (Debt Service)
In early 2023, the City presented Council with a recommendation of refund (refinance) its existing debt service that was issued to fund several Measure C supported capital infrastructure projects, including the 21st Century Library and Learning Center. At its June 20, 2023 meeting, the City authorized delivery and sale of the 2023 Refunding COPs to refinance
1 City Council Meeting - May 21, 2024 - Legistar.com
2 City Council Meeting - June 18, 2024 - Legistar.com
the City’s 2015 COPs as long as the refinancing resulted in (1) an aggregate minimum net present value savings to the City of at least 3% of the principal component of the 2014 Lease Payments and the 2015 Lease Payments and (2) positive net present value savings for each of the 2014 Lease Payments and the 2015 Lease Payments (when calculated separately), as such savings shall be verified and conclusively determined by the City’s municipal advisor (the “Savings Requirements”). In September 20233, Council authorized the preliminary official statement and purchase agreement for the 2023 Refunding COPs to finalize the transaction.
The refunding of the COPs estimated net present value savings of $1.7 million and the aggregate cash flow savings estimated at $10 million.
ECONOMIC IMPACT
There is no economic impact associated with this report as it is informational only.
FISCAL IMPACT
There is no fiscal impact associated with this report; however, staff will continue to manage the Measure C 20-Year Financial Forecast to identify opportunities for City capital improvement projects, and other costs to fulfill the promises of Measure C.
STRATEGIC ROADMAP
Measure C funding directly supports the Strategic Priorities of Invest in Infrastructure, Enhance Community Safety and Cultivate Vibrant Neighborhoods. Specifically, this item relates to the implementation of the following project(s):
Police Operating Costs
Enhance Community Safety, Project SM1: # of Police incidents and types Enhance Community Safety, Project SM2: Police response time Enhance Community Safety, Project SP2: Implement Emergency Medical Dispatch
Maintenance Operating Costs
Cultivate Vibrant Neighborhoods, Project NM1: % of Access Hayward illegal dumping, graffiti, unhoused abatement, and landscaping requests are responded to within 48 hours
Capital Projects
Enhance Community Safety, Project SP1: Expand physical dispatch space Invest in Infrastructure, Project FM3: # of miles of repaving completed Cultivate Vibrant Neighborhoods, Project NP6: Complete Jackson Corridor landscape beautification
Invest in Infrastructure, Project FP6: Complete Phase I construction of the Stack Center and continue fundraising, with the goal of beginning Phase II in FY 2025
3 City Council Meeting - September 12, 2023 - Legistar.com
SUSTAINABILITY FEATURES
The 21st Century Library and Community Learning Center is a net-zero energy facility, which is expected to qualify for LEED Platinum Certification. The Regional Fire Training Center Improvement Project will include the installation of Bay-friendly landscaping, storm water treatment devices, LED lighting, and solar PV panels. The new facilities are planned to achieve LEED Silver, and the habitable buildings are being designed to achieve Net Zero Energy.
Additional energy efficiency improvements, such as LED lighting improvements and energy efficient windows, were completed as part of the retrofits at Fire Stations 1-5.
PUBLIC CONTACT
The agenda for this item was posted in compliance with the California Brown Act.
NEXT STEPS
Staff will continue to prioritize the completion of current and future Capital Improvement Projects, and look for ways to utilize revenues to achieve the promises of Measure C and remain exemplary stewards of the funds available through Measure C.
Prepared by: Franchesca Hatfield, Management Analyst I Christina Crosby, Deputy Director of Finance
Nicole Gonzales, Director of Finance
Recommended by: Nicole Gonzales, Director of Finance
Approved by:
____________________________________________
Dustin Claussen, Interim City Manager
Measure C
20-Year Financial Forecast Update
Measure C 20-Year Financial Forecast
Year Ref. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Estimate Projected Projected Projected Projected Projected Projected Projected Projected Projected Fiscal Year FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025* FY 2026* FY 2027* FY 2028* FY 2029* FY 2030* FY 2031* FY 2032* FY 2033* FY 2034* Revenues
Measure C 8,090,470 13,436,227 14,404,661 15,645,262 17,736,860 17,681,696 18,687,173 20,379,576 23,287,218 23,810,760 22,764,000 22,924,061 23,451,644 23,939,396 24,390,589 25,122,307 25,875,976 26,652,255 27,451,823 28,275,377 Bond Issuance 65,789,797
Other Commitments / Chabot Commitment 1,837,150 6,127,662 7,081,091 5,730,351 Total Revenues 8,090,470 79,226,024 14,404,661 15,645,262 17,736,860 19,518,846 24,814,835 27,460,667 29,017,569 23,810,760 22,764,000 22,924,061 23,451,644 23,939,396 24,390,589 25,122,307 25,875,976 26,652,255 27,451,823 28,275,377 Expenditures
Capital Expenditures
Library/Learning Center 10,607,338 17,372,241 17,051,095 11,515,077 2,739,353 2,449,125 577,137 210,814 286,187 400,813 Fire Facilities Design 930,859 1,285,242 284,537 150,680 35,898 50,250 208,000 Fire Station 1 358,293 618,851 33,618 1,521 1,728
Fire Station 2 587,183 1,571,806 172,704 95,567 3,095 1,728 Fire Station 3 472,826 1,622,186 141,045 66,950 1,269 1,728 Fire Station 4 114,900 1,609,051 297,312 128,458 20,554 1,728 Fire Station 5 75,973 1,207,332 435,506 58,488 1,345 1,728 Fire Station 6 65,762 305,789 720,032 5,298,984 2,474,899 3,503,615 3,750,950 340,050 Fire Training Academy 681,043 2,025,836 752,152 877,108 12,719,734 28,732,040 14,467,717 1,099,352 700,648 Street Rehabilitation 490,845 10,554,232 652,521 32,113 373,290 1,626,710 2,000,000 Harder Corridor Median Improvement 300,000 300,000 300,000 300,000 Median Landscaping Improvement Project 1,550,000
EBRCS Radios 1,314,719 1,337,437 582,000 594,000 606,000 618,000 630,000 642,600 655,452 668,561 681,932 695,571 HPD Locker Room 32,309 8,117,691
Stack Center Contribution 6,000,000 5,000,000 4,000,000 Hazard Mitigation Equipment/Vehicle 100,000
Jackons & Tennyson Corridor Median
Improvement 29,494 392,662 446,979 263,231 172,655 319,592 396,243 83,232 Subtotal - 12,029,043 31,501,932 26,738,471 15,543,377 6,507,791 20,807,587 31,965,371 18,501,737 5,938,331 18,159,144 7,444,000 4,906,000 918,000 930,000 642,600 655,452 2,668,561 681,932 695,571 Operating Expenditures
Police Services 569,836 1,793,135 1,935,133 2,956,896 3,097,313 3,290,198 3,334,713 3,445,418 3,484,897 4,684,717 4,918,953 5,164,900 5,423,146 5,694,303 5,979,018 6,277,969 6,591,867 6,921,461 6,921,461 Maintenance Services 205,969 708,249 572,105 610,926 761,784 1,058,980 1,468,931 1,428,136 1,442,478 1,848,993 2,360,055 2,478,058 2,601,961 2,732,059 2,868,662 3,012,095 3,162,699 3,320,834 3,486,876 3,486,876 Other Department Services - - - - 73,240 66,116 106,542 223,813 524,407 529,164 756,258 794,071 833,774 875,463 919,236 965,198 1,013,458 1,064,131 1,117,337 1,173,204 Subtotal 205,969 1,278,084 2,365,240 2,546,059 3,791,920 4,222,408 4,865,672 4,986,662 5,412,302 5,863,053 7,801,030 8,191,082 8,600,636 9,030,667 9,482,201 9,956,311 10,454,126 10,976,833 11,525,674 11,581,541 Debt Service Expenditures 2,326,436 2,859,637 2,732,875 5,430,063 4,523,594 5,424,438 5,423,063 5,418,813 5,226,391 4,446,750 4,460,500 4,466,750 4,465,500 4,466,750 4,470,000 4,469,750 4,440,750 4,439,000 4,467,750 Total Expenditures 205,969 15,633,563 36,726,809 32,017,405 24,765,360 15,253,793 31,097,696 42,375,096 29,332,853 17,027,775 30,406,924 20,095,582 17,973,386 14,414,167 14,878,951 15,068,911 15,579,328 18,086,144 16,646,607 16,744,862 Annual Cash Flow 7,884,501 63,592,461 (22,322,148) (16,372,143) (7,028,500) 4,265,053 (6,282,861) (14,914,429) (315,284) 6,782,985 (7,642,924) 2,828,480 5,478,258 9,525,229 9,511,638 10,053,396 10,296,648 8,566,111 10,805,216 11,530,515 Cumulative Fund Balance 7,884,501 71,476,962 49,154,815 32,782,671 25,754,171 30,019,222 23,736,361 8,821,932 8,506,648 15,289,633 7,646,709 10,475,189 15,953,447 25,478,676 34,990,314 45,043,710 55,340,357 63,906,469 74,711,685 75,436,984 *The amounts identified for capital projects in future fiscal years of this projection are conceptual only and have not been approved or appropriated. Appropriation and allocation of these funds will occur annually with adoption of the City's Operating and Capital budgets. 9/12/2024
ATTACHMENT I
ATTACHMENT I
COUNCIL BUDGET AND FINANCE COMMITTEE
2024/2025 Agenda Planning Calendar
September 18, 2024
Meeting Location: Conference Room 4A/Zoom Platform
Meeting Time: 5:30 p.m.
Meeting Dates: The Council Budget & Finance Committee generally meets monthly on the 3rd Wednesday of the month, except for July and August, due to City Council Break.
Special meetings will be scheduled as determined necessary by the Committee or the City Manager.
DATE SUGGESTED TOPICS (subject to change)
September 18, 2024 Measure C Annual Report
City Procurement Policy Updates
October 16, 2024 ARPA Funds Update
November 20, 2024 Investment Portfolio Review and FY 2025 Statement of Investment Policy and Delegation Authority (Oral Presentation by External Investment Manager)
FY 2024 Annual Audit Process (Oral Presentation by External Auditor) December 18, 2024 TBD
January 15, 2025 FY 2026 Budget Process and Calendar Review February 19, 2025 FY 2025 Mid-Year Budget Review and General Fund Long-Range Financial Model Update
March 19, 2025 FY 2026 Budget Update
April 16, 2025 Discussion on Mayor & City Council FY 2026 Budget FY 2026 Proposed Budget Discussion
May 21, 2025 Annual Review of City Issued Debt
Annual City Benefit Liabilities and Funding Plan Review June 18, 2025 FY 2026 Budget Process Debrief (Oral Presentation) July 16, 2025 Council Recess
August 20, 2025 TBD
Non-scheduled future agenda topics:
- Additional Payment OPEB Trust
- 238 Parcel Sales Update (Timing TBD on Transactions)
- Hayward Economic Development Corporation
- Hayward Community Foundation Update